Importing Purchase Orders via CSV File (Ingest Data)

Modified on Fri, 30 May at 5:01 PM

Whether you're transitioning from another system or managing bulk inventory updates, importing purchase orders using CSV files can streamline the process and ensure your inventory is accurately reflected in MyTime. This guide walks you through the steps to import purchase orders using the Ingest Data tool.


Things to know:

  • Purchase orders can be imported in any status
    • draft
    • ordered
    • checking_in
    • completed
    • canceled 
  • A sample ZIP file is attached at the bottom of this article for reference.
  • You’ll need to create four CSV files using Excel before importing.



Contents:


Create the Required CSV Files


  1. You’ll need to prepare four CSV files with the following structure:
    • purchase_order_items: Contains the individual product data for the purchase order.   
      ColumnDescription
      purchase_order_item_id 
      External unique ID for the product in the purchase order 

      purchase_order_id    

      External unique ID for the product in the purchase order

      mytime_vendor_sku_id

      This can be found by exporting the vendors and locating the ID in the inventory_vendor_skus sheet in column B

      item_count

      The quantity of the product in the order

      cost

      The cost of the product

      tax

      The tax per product 

      stock_type

      Where the item is stocked (e.g., retail or back_bar)

      discount

      Any discounts applied to the purchase order

      deleted

      This gives you the option to delete products by changing the '0's to '1's 
    • purchase_orders: Contains the overall purchase order information. 
      ColumnDescription
      purchase_order_id    
      External ID of the purchase order
      location_id    

      The 'Store ID' located on the 'Edit Location' modal under Business Setup> Business Profile> Edit Locations > Store ID.  You can add your own if this field is blank. 

      mytime_vendor_id    
      The internal MyTime vendor ID. This can be found by exporting the vendors and locating the ID in the inventory_vendor_skus sheet in column D
      status    
      The status of the purchase order:
      • draft
      • ordered
      • checking_in
      • completed
      • canceled 
      shipping_cost    
      The shipping cost of the purchase order
      po_number    
      Purchase order number shown in MyTime 
      ordered_at    
      The date the purchase was created (YYYY-MM-DD)
      deleted
      This gives you the option to delete products by changing the '0's to '1's
    • purchase_orders_manifest: Lists the names of the CSV files you’ve created. 
      • Example contents:
        • purchase_order_items.csv
        • purchase_orders.csv
    • batch_manifest_purchase_order: Lists the name of the folder containing all the CSV files.
      • Example contents:
        • purchase_order/
  2. Download the Excel sheets as a CSV file 


Create and Zip Your Files


  1. Create a folder on your computer called purchase_order.
    • Move the purchase_orders_manifest.csv, purchase_orders.csv and purchase_order_items.csv files into the 'purchase_order' folder
    • Select both the 'purchase_order' folder and the batch_manifest_purchase_order.csv file
    • Right-click and choose "Add to Archive" or "Compress" depending on your device. If promoted, choose the Zip format. 
  2. Name the zip file. Example: purchase_order_0528.zip 
  3. Upload your ZIP file to MyTime. 
    • Log in to your MyTime account 
    • Click the arrow beside your name in the top right corner to see 'Ingest Data' ingest_data_1.png
    • On the Processed Batches page, click 'Upload File'
    • Select your zip file, then click Open. 
    • Click 'Import File' to start the upload (Your file will not import unless this button is clicked) 
    • Once the file is uploaded, it will appear in the list with an end time and a status of Finished when complete. 


Congrats, you have successfully imported your purchase orders. You can navigate to POS > Inventory to view the changes. 

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